Data transmission to Swissdec

For the swissdec transmitter, please carry out the following steps in order, making sure that you have printed out all swissdec PDF documents beforehand and checked the statistics with your accounting department as well as the accuracy of the salary certificates for each person.

The document "Year-end operations", available on the documentation download page on our website, will provide you with information on this subject.

To proceed with the actual transmission of the data:

Data>Employees menu, then Action>Swissdec transmitter menu.

1. Remove the check mark Test transmission.
2. Click on the Archives button at the bottom left and then on the Purge data button.
3. Click on the Send Report button.
4. After a few seconds or more, depending on the number of pay slips to be processed, the message Declaration sent successfully will be displayed. Then click on OK.
5. The system should retrieve the status automatically. If it does not, the processing status will show Validity and plausibility tests in progress; click the Retrieve Status button again after about ten seconds.
6. Several lines will appear below by domain name (institution), lines that will tell you information such as:
   - release before...
   - technical problem...
   - the receiver with the number xxx.xxx is not coupled to the distributor
   - incorrect information for an employee...
   - unknown institution code or contract...
7. If the status is indicated in green or orange, click on the line of the institution and then on the left button below the eye, you will be redirected to the website of the concerned institution. Then follow the steps indicated on the screen. In case of technical message or request for additional code, you will have to contact the institution directly for the next steps, because the Office Maker Staff software only transmits the information of the XML file via this channel.
8. If the status is indicated in red, you can check the information by selecting the line and clicking on the eye on the left.

Some institutions may disconnect at the end of the year in order to avoid receiving massive amounts of data that may be incomplete. For example, some employees may have forgotten to pay the 13th salary, or the BVG amounts may need to be corrected, etc. In this case, you will have to try to send the data again in January.

As far as the salary certificates are concerned, they are automatically transmitted to each canton concerned, without the need to perform the data release operation.

In any case, if the transmission cannot be used, you can always send the swissdec PDF documents printed on paper, as for institutions that are not registered with swissdec.